Rules of Ashcombe Village Club and Membership​

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1. Name and Objectives​

The Club shall be named Ashcombe Village Club and its objectives are to carry on the business of a Club by providing for the use of its members the means of social intercourse, mutual helpfulness, mental and moral improvement, rational recreation and the other advantages of a Club and shall show no political prejudice.​

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2. Office

The registered office shall be at Ashcombe Village Club, Ashcombe, Dawlish, Devon EX7 0QD.

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3. Use of Name

The registered name of the Club shall be kept painted or affixed on the outside of the Club premises, in a conspicuous position in letters easily legible and shall be mentioned in legible characters on all business letters, notices, advertisements and other official publications of the Club, in all bills of exchange, promissory notes, endorsements, cheques and order for money, or goods purporting to be signed by or on behalf of the Club and on all bills, invoices, receipts and letters of credit of the Club.

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4. Admission of Members

Every applicant for membership, to be 18 years of age or over. All members may vote and attend any meetings.

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5. Application & Nomination for Membership

Persons may not be admitted to membership or be admitted as candidates for membership to any of the privileges of membership, without an interval of at least two clear days between their nomination or application for membership and their admission, nor may persons becoming members without prior nomination or application be admitted to the privilege of membership without an interval of at least two clear days between their becoming members and their admission in accordance with Part 4, Section 62 of the Licencing Act 2003. The names and addresses of every candidate for membership shall be displayed in a prominent part of the Club premises for a period of not less than two clear days prior to such candidates election.

 

All subscriptions shall now be due on the first day of January each year. Anyone who has not paid their subscriptions in full by the end of March shall cease to be a member.

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6. Arrears of Subscription

Any member who has not paid his/her subscription three calendar months after it has become due, shall be considered as in arrear, and if not be paid within another calendar month thereafter, he shall cease to be a member. No member in arrear shall be permitted to use the Club or to take part in its affairs and the Secretary shall post in the registered Office a list of persons who cease to be members. The Committee, on receiving information in writing addressed to the Secretary that any member has been unable to pay his subscription owing to want of work or other good cause, may at its discretion direct his name to be omitted from such lists and excuse payment of such member’s subscription for such period as it may think fit. In which case, such member shall not forfeit the privileges of membership.

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7. Register of Members

The Club shall keep at its Registered Office a register in which the Secretary shall enter the following particulars:‐

1. The name and address of all members.

2. The date at which each person was entered in the register as a member and the date at which any person ceased to be a member.

3. The names and addresses of the Officers of the Club, with the offices held by them respectively and the dates on which they assumed office. For the purpose of this rule the officers include every member of the Committee. Any member changing his address shall notify the Secretary of such change within 14 days. The Club shall also keep at its registered office a duplicate register of members in which the Secretary shall enter all the particulars in the original register of members.

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8. Cessation of Membership 

A member shall cease to be a member:

1. By non‐payment of subscription, any person shall not again be considered as a candidate for membership until he pays all arrears due from him at the time of his ceasing to be a member.

2. By expulsion.

3. By resignation; but any member wishing to resign must send written notice accompanied by the subscription due up to the date of its taking effect, to the Secretary.

4. By death.

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9. Committee May Expel from Membership

The Committee shall have the power to reprimand, suspend (for not more than six months), or expel any member who shall infringe any rule, or whose conduct, whether within or without the Club, shall, in their opinion, render him unfit for membership; but no member shall be suspended or expelled without being given an opportunity to be heard by the committee and to advance a defence, nor unless a majority of two‐thirds of the Committee then present shall vote for his suspension or expulsion.

The Committee shall have the power to immediately suspend or expel any Club member whose behaviour or conduct infringes any of the Club rules. Any member who is suspended or is expelled, shall not be permitted re‐entry into the Club premises until informed in writing by the Club Secretary on behalf of the Committee. Only then shall the said person/persons be able to re‐enter the Club premises at the Committee’s discretion. Such notice shall contain a statement of the reasons for action taken by the Committee.

A suspended member shall remain liable to pay his subscription but shall not be permitted to use any of the facilities, or take part in the affairs of the Club.

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10. Meetings 

General Meetings - The annual general meeting of the ordinary members shall be held in the month of June in each calendar year on a date to be fixed by the Committee; 10 days’ notice with an agenda shall be posted in the Club. The business shall be to receive a report by the committee for the previous financial year, to receive a statement of accounts and balance sheet and the report of the auditor for the previous twelve months and such other business as may be submitted by the Committee.

At each annual general meeting there shall be a ballot poll to elect the management Committee. Notice of motion in writing submitted by any ordinary member at least five days before the date of such meeting shall be added to the agenda by the Secretary. No associate members may speak or vote at a meeting of the Club.

Special General Meetings – How to be called A special general meeting shall be called by the Secretary in the following cases:‐

• Upon discretion of the Committee and in accordance with such direction.

• On a requisition, signed by one‐fifth of members or ten such members, whichever is the less: stating the special object thereof. Such meeting shall be held within not less than 14 days and not more than 21 days from the date of the receipt by the Secretary of the requisition,

• As mentioned in Rule 12, Section 2.

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11. Rules

1. A copy of the rules shall be available on request, on such payment as the Committee may from time to time determine.

2. The rules shall not be altered or amended except at a special or annual general meeting, to be called in accordance with Rule 10(1) and (2). All such alterations are to be notified in accordance with Part 4, Section 82 of the Licensing Act 2003.

3. The Committee shall have power to make such by‐laws as it may consider necessary for the good order of the club; provided they do not conflict with any of the rules. A copy of such by‐laws shall be displayed within the Club house.

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12. Committee

• The Committee shall be elected annually and shall consist of Chairman, Vice‐Chairman, Treasurer, Secretary and six Committee members, all ordinary members. The Committee shall control the Management of the Club.

• It shall have the power to purchase such articles and do all such things as it may deem necessary for the carrying out of the objects of the Club. It shall have due regard to any resolution or recommendation of any General or Special Meeting, but nothing in these rules shall enable the Committee to make any monetary grants to the members, or to apply the Club’s funds except for the purpose of the Club itself. The Committee shall not enter into any bond or agreement binding the Club to purchase excisables from any person or persons or in any way to part with its absolute control and that the Club members over the supply of excisable articles to the Club in accordance with the provisions of the Licensing Act, 2003;

• It shall meet at least once a month for general business, and the Chairman, or in his absence the Vice‐Chairman, or in his absence an elected Chairman shall preside and shall have a casting vote, in addition to his vote as a member, and not less than one‐half of the total number of the committee shall form a quorum. No resolution of the Committee shall be rescinded, unless notice to rescind has been given at the previous meeting of the Committee.

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13. Retirement, Vacation or Cessation of Membership

Any member of the Committee not attending for three consecutive meetings shall, unless he sends an explanation which the Committee considers satisfactory, cease to be a member of the Committee. Any member of the Committee who shall cease to be an ordinary member, or who is suspended, or who shall cease membership of the Club by any reason, shall vacate his seat. Any vacancy so occurring or by any other cause, may be filled by the Committee. Any member selected to fill a vacancy shall remain in office for the expired period for which his predecessor was elected.

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14. Hours of Opening & Closing of the Club Premise

The Club premises may be open to Members for carrying out Club qualifying activities Monday to Saturday from noon to midnight & noon to 10.30pm on Sundays, as the committee shall from time to time determine. The Committee may close the premises for such times as they may deem necessary.

 

15. Permitted Hours

The permitted opening hours of the Club are Monday to Saturday from noon to 12.30am and Sundays from noon to 11.00pm.

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16. Guests

Any member of the Club may personally introduce guests whose name and address shall be entered in the Visitors Book and countersigned by the introducing member who shall be responsible for their conduct. No member shall introduce more than 2 guests at one time, except when the member is hiring the premises for a special occasion being an anniversary, wedding reception, christening party or of a similar function, when the member may introduce more than 2 guests. No guest shall be introduced on more than 6 occasions in any one year.

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17. Persons under 18yrs old

No person under the age of eighteen years shall be supplied with, or permitted to consume intoxicating liquor on the Club premises.

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18. Visiting Groups

Persons other than members and their guests may be admitted to the Club premises, being persons visiting the Club by invitation for official purposes within the objects of the Club including members of and officials representing teams and their supporters officially invited in connection with a fixture involving a home Club and members of a bona fide recreation or entertainment groups visiting the Club for a particular function. Intoxicating liquor may be sold by, or on behalf of the Club, for consumption on the premises admitted in accordance with this Rule.

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19. Functions

Where the Club through the General Committee have approved an event where members of the public can be invited, a Temporary Event Notice will be required from the licensing Authority a minimum of three weeks prior to the event.